Photoshoot Call Sheet Template

Photoshoot Call Sheet Template, within the Milanote app

Organize and schedule your crew

A call sheet is used to disseminate information to the crew to make sure everyone is prepared and on schedule.

This call sheet template will help you to organize your team and ensure everyone arrives at the right time. Share this board with your team ahead of your shoot so everyone can come prepared.

This template is part of our guide on How to plan a photoshoot.

  • Organize requirements
  • Embed maps
  • Share with your talent & crew
  • Export to PDF or view on mobile

How to use this template

Whether you’re a photographer, creative director or a client, follow this step-by-step guide to learn the modern process of creating a photoshoot call sheet in Milanote, a free tool used by top creatives.

1. Start with an empty template

The Call Sheet template is filled with structured categories, a location map and image placeholders to help you get organized in minutes.

How to do this in Milanote
  1. Create a new board for your call sheet.

    Create a new board

    Drag a board out from the toolbar. Give it a name, then double click to open it.

  2. Choose the built-in Call Sheet template.

    Choose a template 

    Each new board gives you the options to start with a beautiful template. Find the Creative Brief template, then choose "Use this template".

2. Describe the project

The first thing to add is a simple overview of the photoshoot outlining the purpose of the day. This usually includes the name of the shoot, the concept and a logo or photo representing the client or product.

Most importantly, add the contact details for the person in charge so everyone knows who to go to with questions or ideas.

How to do this in Milanote
  1. Add a note to describe the purpose of the photoshoot.

    Drag a note card onto your board

    Start typing then use the formatting tools in the left hand toolbar.

  2. Upload an image of the subject.

    Upload a file or document  

    Click the "Upload file" button or just drag a file onto your board. You can add images, logos, documents, videos, audio and much more.

3. Add the location

Next add the location of the shoot and any details that will help people arrive safely and on time. Explain where the parking options are, nearby public transport and any details about to getting into the building. Providing a link to the Google Maps will let them get turn-by-turn directions.

How to do this in Milanote
  1. Embed a Google map.

    Drag a link card onto your board

    Copy the share link from Google Maps, paste it into the link card in Milanote and press Enter.

4. List your talent, crew & gear

Who's involved in your shoot? List your talent and crew along with their contact details. This will save you hunting around for phone numbers when plans inevitably change on the day. Next, add any specific arrival times so each person knows exactly when they're expected.

To ensure nothing's forgotten, create a checklist for the equipment you'll need on the day.

How to do this in Milanote
  1. Add a note for the details of your crew.

    Drag a note card onto your board

    Start typing then use the formatting tools in the left hand toolbar.

  2. Create a checklist for your equipment.

    Drag a to-do list onto your board

    Start typing then press "Enter" to create a new item. Add a title to your to-do list using the left hand toolbar.

5. Outline the schedule

Probably the most important part is the schedule—specifically the general crew call time. The general crew call time is when everyone needs to arrive on location. Under this, add the key events for the day (don't forget lunch) so everyone can clearly see what's on and when.

How to do this in Milanote
  1. Add a note to describe each activity on the schedule.

    Drag a note card into your board

    Start typing then use the formatting tools in the left hand toolbar.

6. Share the call sheet with your team

When you’ve made any final tweaks, it’s time to share the call sheet with the your team so everyone can start preparing for the shoot.

How to do this in Milanote
  1. Publish and share the call sheet with your team.

    Add a welcome message to your board.

    Write a welcome message under the "Publish & share" menu. This will display the first time someone views your board.

Start your call sheet

Organize and schedule your crew